JP2021086574A - Electronic approval system, image forming apparatus and method for controlling the same, and recording medium - Google Patents

Abstract

To solve the problem in which: conventionally, it is not checked if a read document is not replaced, or the document is not altered, or the document is signed; and therefore, even when a signer transmits another document by mistake, alters the document on purpose, and transmits the document without a signature thereon, information on the signer is registered in an electronic approval workflow system.SOLUTION: An electronic approval system has at least an image forming apparatus and a sever device, and the image forming apparatus acquires identification information on read document data and acquires, from the server device, an electronic document corresponding to the identification information and signature field information in the electronic document. The image forming apparatus determines appropriateness of the read document data by using the acquired electronic document and signature field information and transmits, to the server device, the read document data determined to be appropriate and an identification number of the read document data. The server device creates a print job for printing the electronic document, and registers an electronic document corresponding to the read document data transmitted from the image forming apparatus as approved.SELECTED DRAWING: Figure 6

Description

The present invention relates to an electronic approval system, an image forming apparatus and a control method thereof, and a storage medium.

An electronic approval workflow system is in operation that uses electronic documents and signatures to reduce the time and cost of paper procedures and streamline approval. Typical examples are Adobe Sign (registered trademark) and DocuSign (registered trademark). While the introduction of such approval workflows using electronic signatures is progressing, there is a high need for approval using handwritten signatures on paper and handwriting. This is because the electronic signature can be given by copying and pasting an image of a favorite signature, so that the signature cannot be proved to be the person himself and the proof ability is low. On the other hand, the handwritten signature is because the signature can be proved to be the person himself / herself by performing the handwriting examination, and the proof ability can be enhanced. In Adobe Sign and DocuSign, the person who signs the document for which approval is requested (hereinafter referred to as the signer) downloads the electronic document from the Web page using a Web browser, then prints the electronic document and signs it by hand. Do. Then, by reading the signed document with a scanner, digitizing it, and uploading it to a Web page, a mechanism for registering the hand-signed document in the electronic approval workflow system is provided. However, in Adobe Sign and DocuSign, there is a problem that even if the signer mistakenly specifies a file and uploads a document different from the document originally desired to be uploaded, it is registered in the electronic approval workflow system.

Therefore, the document filing system described in Patent Document 1 first generates and adds a unique identifier to the document by the document management server when the signer prints the electronic document. After that, when the document filing system reads the document printed by the signer and signed by handwriting with a scanner, the document and the identifier are read, and the registration destination address is collated with the identifier stored in the document management server. To determine. Then, the address to which the document is registered is calculated from the unique identifier of the document, and the read document is registered. In the invention described in Patent Document 1, a document and a registration destination of the document are uniquely associated with each other. Then, since the registration destination is automatically determined from the identifier read by the document filing system, it is possible to prevent the signer from uploading a document different from the original document to the registration destination.

Japanese Unexamined Patent Publication No. 2003-196357

In the above-mentioned prior art, transmission of another document is prevented by collating the identifier unique to the document with the identifier stored in the document management server, but it is not determined whether or not the read document is appropriate. That is, it has not been confirmed whether the document has been replaced, whether the document has been tampered with, and whether the document has been signed (hereinafter, the appropriateness of the document). Therefore, in the prior art, even if the signer mistakenly sends another document, intentionally falsifies it, or forgets to sign and sends the document, it will be registered in the electronic approval workflow system.

An object of the present invention is to solve at least one of the problems of the prior art.

An object of the present invention is to provide a technique for determining whether or not a signature document is an original document and whether or not the document is approved when the signature document is read.

In order to achieve the above object, the electronic approval system according to one aspect of the present invention has the following configuration. That is,
An electronic approval system having at least an image forming apparatus and a server apparatus.
The image forming apparatus
A reading means to read a document and
The first acquisition means for acquiring the identification information of the read document data obtained by reading the document with the reading means, and
An electronic document corresponding to the identification information acquired by the first acquisition means, a second acquisition means for acquiring signature field information in the electronic document from the server device, and a second acquisition means.
Using the electronic document acquired by the second acquisition means and the signature field information, a determination means for determining the appropriateness of the read document data obtained by the reading means, and a determination means.
It has the read document data determined to be appropriate by the determination means, and a transmission means for transmitting the identification number of the read document data to the server device.
The server device
A generation means for generating a print job for printing the electronic document, and
It is characterized by having a registration means for registering an electronic document corresponding to the read document data transmitted by the transmission means as approved.

According to the present invention, when reading a document, it can be determined whether or not the document is the original document and whether or not the document is approved. Therefore, there is a problem that another document is mistakenly transmitted or forgotten to be signed. Can be prevented.

Other features and advantages of the present invention will become apparent in the following description with reference to the accompanying drawings. In the attached drawings, the same or similar configurations are designated by the same reference numbers.

The accompanying drawings are included in the specification and are used to form a part thereof, show an embodiment of the present invention, and explain the principle of the present invention together with the description thereof.
The figure which shows the structure of the electronic approval workflow system which concerns on Embodiment 1 of this invention. The block diagram explaining the hardware configuration of the image forming apparatus which concerns on Embodiment 1. FIG. The block diagram explaining the hardware configuration of the server apparatus which concerns on Embodiment 1. FIG. The block diagram explaining the hardware configuration of the terminal apparatus which concerns on Embodiment 1. FIG. FIG. 5 is a flowchart illustrating a process of registering an electronic document by the server device according to the first embodiment. The flowchart explaining the transmission processing of the signature document in the image forming apparatus which concerns on Embodiment 1. FIG. 5 is a flowchart illustrating a process of registering an electronic document in the server device according to the second embodiment. The flowchart explaining the transmission processing of the signature document in the image forming apparatus which concerns on Embodiment 2. The figure which shows an example of the document management database stored in the server apparatus which concerns on Embodiment 1. FIG. The sequence diagram for demonstrating the operation example of each apparatus in the electronic approval workflow system which concerns on Embodiment 1. FIG. The figure which shows the screen display example which can confirm the approval state of the document displayed on the display part of the terminal apparatus which concerns on Embodiment 1. FIG. FIG. 5 is a flowchart illustrating a printing process of a registered document in the image forming apparatus according to the first embodiment. FIG. 5 is a diagram showing an example of a document scanned and read by a scanner unit in a signature document transmission process (S1203) in the image forming apparatus according to the first embodiment.

Hereinafter, embodiments of the present invention will be described in detail with reference to the accompanying drawings. The following embodiments do not limit the invention according to the claims. Although a plurality of features are described in the embodiment, not all of the plurality of features are essential to the invention, and the plurality of features may be arbitrarily combined. Further, in the attached drawings, the same or similar configurations are designated by the same reference numbers, and duplicate explanations are omitted.

[Embodiment 1]
FIG. 1 is a diagram showing a configuration of an electronic approval workflow system (electronic approval system) 50 according to the first embodiment of the present invention.

The electronic approval workflow system 50 includes an image forming device 10, a terminal device 40, and a server device 30, which are connected to each other via a network 20. In addition, each of the image forming apparatus 10, the terminal apparatus 40, and the server apparatus 30 may have a configuration in which a plurality of each is connected to the network 20. The electronic approval workflow system 50 also includes a user database. In the user database, a unique user account name of a user who uses the electronic approval workflow system 50, an email address of the user, and the user account registered in the image forming apparatus 10 are registered. The information is registered in association with each other.

The image forming apparatus 10 is realized by a multifunction device (MFP: Multifunction Peripheral) or the like capable of executing a plurality of functions such as printing, scanning, and copying. The print function is a function of receiving and printing image data transmitted from an external device. The scanning function is a function of reading a document by the scanner unit 14 (FIG. 2), converting it into image data, storing it in the HDD 104 (FIG. 2), and transmitting it to the terminal device 40 and the server device 30 via the network 20. .. The copy function is a function of reading a document via the scanner unit 14, converting it into image data, and printing it. The internal structure of the image forming apparatus 10 will be described later with reference to FIG. The network 20 is realized by a LAN, a public line (WAN), or the like, and the image forming apparatus 10, the terminal apparatus 40, and the server apparatus 30 transmit and receive data to and from each other via the network 20.

The server device 30 is realized by a general personal computer (PC) or the like. The server device 30 receives the electronic document, the signature field information of the electronic document, and the user information of the signer who is requested to sign the electronic document from the image forming device 10 or the terminal device 40, and receives the HDD 304 ( Store in Fig. 3). Here, the electronic document is a PDF file in the first embodiment, but may be an image file such as a JPEG file, for example. The signature field information represents the position of the signature area in the document, for example, the start point (x0, y0) in the coordinate system with the upper left of the document as the origin, and the size of the field area (w, This is information composed of h) or the end point (x1, y1). Further, the user information is a user-specific account name that is registered together with the e-mail address and is associated with the user account registered in the image forming apparatus 10. The user information may be any information that can identify the user, and may be, for example, an e-mail address.

Further, the server device 30 generates a unique identification number for each received electronic document, and associates the received electronic document, the signature field information, the user information of the signer, and the generated identification number. The electronic document associated in this way, the signature field information, the user information of the signer, and the generated identification number are registered and managed in the document management database 90 described later with reference to FIG. 9 as document-related information. Further, in response to a request for replying the document-related information related to the identification number received from the image forming device 10 or the terminal device 40, the document-related information registered in the document management database 90 is returned. Further, the server device 30 provides the terminal device 40 via the network 20 with a Web page for requesting a signature to a user requesting a signature and a Web page for confirming the approval status of a document. The internal structure of the server device 30 will be described later with reference to FIG.

The terminal device 40 is realized by a general personal computer (PC) or the like, and from a user who requests a signature (hereinafter, a signature requester), an electronic document, signature field information of the electronic document, and user information of the signer. Accepts the operation to specify. Then, the designated electronic document, the signature field information of the electronic document, and the user information are transmitted to the server device 30. The internal structure of the terminal device 40 will be described later with reference to FIG.

FIG. 2 is a block diagram illustrating a hardware configuration of the image forming apparatus 10 according to the first embodiment.

The image forming apparatus 10 includes, for example, a controller unit 11, a display unit 12, an operation unit 13, a scanner unit 14, and a printer unit 15. Further, the image forming apparatus 10 transmits and receives image data and control information to and from the terminal apparatus 40 and the server apparatus 30 via the network 20. The controller unit 11 connects to the scanner unit 14 which is an image input device and the printer unit 15 which is an image output device, and connects to a network 20 such as a LAN or a public line (WAN) to obtain data for image processing. It is a control unit that inputs and outputs. The CPU 101 expands a program or the like stored in the HDD 104 into the RAM 102, and controls the entire controller unit 11 by executing the expanded program. The RAM 102 temporarily stores a program and data for the CPU 101 to control the image forming apparatus 10. The ROM 103 stores a boot program for the CPU 101 to start the image forming apparatus 10. The HDD 104 is realized by, for example, a hard disk drive or the like, and stores programs and data necessary for operating the image forming apparatus 10. The HDD 104 is also used as a storage unit for storing the image data inside the image forming apparatus 10, for example, when instructed to store the image data in a box.

The display unit I / F 105 is an interface for connecting between the controller unit 11 and the display unit 12 and outputting image data to be displayed on the display unit 12 to the display unit 12. The operation unit I / F 106 is an interface for connecting between the controller unit 11 and the operation unit 13 and transmitting instruction information input by the user to the CPU 101 via the operation unit 13. The communication unit I / F 107 is an interface for connecting between the controller unit 11 and a network 20 such as a LAN, and transmitting and receiving image data and control information between the image forming device 10 and the terminal device 40 and the server device 30. is there. The bus 108 transmits and receives image data and control information handled inside the controller unit 11 to and from each processing unit. The scanner I / F 109 connects between the controller unit 11 and the scanner unit 14, and performs correction processing for the input signal from the scanner unit 14 according to the device characteristics of the scanner unit to obtain image data. It is an interface for receiving. The printer I / F 110 connects between the controller unit 11 and the printer 15, and outputs an output signal obtained by executing correction processing for image data according to the device characteristics of the printer unit 15 to the printer unit 15. It is an interface for sending.

The RIP 111 executes rendering processing on a vector format display list generated by interpreting PDL data by the CPU 101, and outputs raster format image data. The display unit 12 is realized by, for example, a liquid crystal display or the like, and displays and outputs the setting screen of the image forming apparatus 10 to the user. The operation unit 13 is realized by a touch panel, hard keys, or the like, and receives an operation input to the image forming apparatus 10 from the user. The scanner unit 14 optically reads a recording medium (manuscript, paper) on which characters, charts, photographs, etc. are printed to acquire image data. The printer unit 15 prints the image data inside the image forming apparatus 10 on a recording medium (sheet).

FIG. 3 is a block diagram illustrating a hardware configuration of the server device 30 according to the first embodiment.

The server device 30 includes, for example, a CPU 301, a RAM 302, a ROM 303, an HDD 304, a data bus 305, and a communication unit I / F 306. Further, the server device 30 transmits and receives electronic data and control information to and from the image forming device 10 and the terminal device 40 via the network 20. The CPU 301 is a control unit for controlling the entire server device 30. The RAM 302 temporarily stores programs and data for the CPU 301 to control the server device 30. The ROM 303 stores a boot program or the like for the CPU 301 to start the server device 30. The HDD 304 is realized by, for example, a hard disk drive or the like, and stores programs and data necessary for operating the server device 10. Further, the HDD 304 manages, for example, the electronic document received from the image forming apparatus 10 and the terminal apparatus 40, the signature field information of the electronic document, the identification number unique to the electronic document, and the user information requested to be signed. The document management database 90 (FIG. 9) to be stored is stored. The bus 305 transmits and receives image data and control information handled inside the server device 30 to and from each processing unit. The communication unit I / F 306 is an interface for connecting between the server device 30 and a network 20 such as a LAN, and transmitting and receiving image data and control information between the server device 30, the image forming device 10, and the terminal device 40. is there. When the server device 30 starts up, the CPU 301 executes the boot program of the ROM 303, expands the control program stored in the HDD 304 into the RAM 302, and executes the expanded program to control the operation of the server device 30. doing.

FIG. 4 is a block diagram illustrating a hardware configuration of the terminal device 40 according to the first embodiment.

The terminal device 40 includes, for example, a CPU 401, a RAM 402, a ROM 403, an HDD 404, a display unit 405, an operation unit 406, a data bus 407, and a communication unit I / F 408. Further, the terminal device 40 transmits and receives electronic data and control information to and from the image forming device 10 and the server device 30 via the network 20. The CPU 401 is a control unit for controlling the entire terminal device 40. The RAM 402 temporarily stores programs and data for the CPU 301 to control the terminal device 40. The ROM 403 stores a boot program or the like for the CPU 401 to start the terminal device 40. The HDD 404 is realized by a hard disk drive or the like, and stores programs, data, and the like necessary for operating the terminal device 40. The display unit 405 is realized by, for example, a liquid crystal display or the like, and displays the operation screen of the terminal device 40 to the user. In addition, a message indicating that the signature has been requested is displayed to the signer who has been requested to sign. The operation unit 406 is realized by, for example, a hard key or a mouse, and receives an operation input to the terminal device 40 from the user. In addition, the signature requester who requests the signature accepts the operation of specifying the electronic document, the signature field information of the electronic document, and the user information. The bus 407 transmits and receives electronic data and control information handled inside the terminal device 40 to and from each processing unit. The communication unit I / F 408 is an interface for connecting the terminal device 40 and a network 20 such as a LAN, and transmitting and receiving electronic data and control information between the terminal device 40, the image forming device 10, and the server device 30. is there.

FIG. 10 is a sequence diagram for explaining an operation example of each device in the electronic approval workflow system 50 according to the first embodiment.

Here, an operation example is shown when the user A, who is the signature requester, requests the user B, who is the signer, to approve the document by handwriting the signature. The electronic approval workflow system 50 registers the electronic document to be the signature request in the electronic approval workflow system 50, and the electronic document registration process until the user B who is the signer requests the signature. (S1001 to S1008) are included. Further, the printing process (S1101 to S1108) of the registered document is included until the signer (user B) prints the electronic document to be signed and signs the signature by handwriting. Further, the signature document transmission process (S1201 to S1211) until the signer (user B) reads the signed document with the image forming apparatus 10 to digitize the signed document and registers the digitized data in the electronic approval workflow system 50. ) Is included.

First, in the electronic document registration process, the CPU 401 of the terminal device 40 is S1001, and the electronic document to be the signature request, the signature field information of the electronic document, and the signer are operated by the signature requester (user A). Accepts the designation of user information of user B. This designation operation is performed on a Web page provided by the server device 30 to the terminal device 40 via the network 20 or on an application executed by the terminal device 40. The Web page or application accepts input of an electronic document, user information of a signer, and signature field information of the electronic document. Then, it is realized by an input form having a function of transmitting the input electronic document, the user information of the signer, and the signature field information of the electronic document to the server device 30. In the input form, the user A is made to input the electronic document and the user information of the signer through the operation unit 406 of the terminal device 40. In addition, a preview of the input electronic document is displayed, and the signature field information of the electronic document is specified on the preview. Although the electronic document is a PDF file, it may be an image file such as a JPEG file. As described above, the signature field information represents the position of the signature area in the document, and the start point (x0, y0) in the coordinate system with the upper left of the document as the origin and the size of the field area (w, This is information composed of h) or the end point (x1, y1). The user information of the signer (user B) is a user-specific account name that is registered together with the e-mail address and is associated with the user account of user B registered in the image forming apparatus 10. This user information may be any information that can identify the user, and may be, for example, an e-mail address.

When the signature requester (user A) performs the designation operation on the server device 40 in this way, the CPU 401 of the terminal device 40 transmits the designation information to the server device 30 via the network 20 in S1002. As a result, the CPU 301 of the server device 30 stores the received designated information in a storage unit such as the HDD 204 in S1003. At the time of this storage, the CPU 301 of the server device 30 generates an identification number unique to the document in S1004, and in S1005, the received designated information is associated with the identification number and registered in the document management database 90. After that, the CPU 301 of the server device 30 generates an identifier in which the identification number is embedded in S1006 and adds it to the electronic document. Then, in S1007, a print job of the electronic document is generated for the account of the signer (user B). Here, the identifier is a QR code (registered trademark) in the first embodiment. Next, in S1008, the CPU 301 of the server device 30 notifies the account of the signer (user B) that the print job has been generated. The notification is made, for example, by sending an e-mail to the e-mail address associated with the user B's account.

Next, the printing process of the registered document will be described.

In the image forming apparatus 10, user B logs in with the account of user B who confirmed the generation of the print job notified in S1008 in S1101, and the print mode of the registered document is executed in S1102. The print mode of the registered document is a mode for the server device 30 to execute the print job generated for the user account registered in the image forming device 10. In this mode, the logged-in user is displayed with a job list of print jobs generated by the server device 30 for that user. The print mode of the registered document may be realized as a print function dedicated to the electronic approval workflow system 50, or may be realized as an optional function of the normal print function included in the image forming apparatus 10.

When the print mode of the registered document is executed by the user B, the CPU 101 of the image forming apparatus 10 requests the server apparatus 30 for the print job generated for the user B in S1103. As a result, the CPU 301 of the server device 30 transmits the requested print job to the image forming device 10 in S1104. The CPU 101 of the image forming apparatus 10 that has received the print job displays the job list of the print job on the display unit 12 in S1105. Then, in S1106, the user B specifies the electronic document to be signed from the displayed job list and instructs the user B to execute printing. As a result, the image forming apparatus 10 prints the electronic document in S1107. After that, in S1108, the user B signs the printed document with the name by hand for approval.

Next, the process of transmitting the signature document will be described.

In S1201, the user B places the signed document on the scanner unit 14 of the image forming apparatus 10 and logs in by the account of the user B. In this way, the signature document scan mode is executed in S1202. This signature document scan mode is a mode for acquiring the original image data and the scanned image data by scanning the signature document. Further, this signature document scan mode is a mode in which the scanned image data is compared with the original image data, it is determined whether or not the scanned image data is appropriate, and then the scanned image data is transmitted. The signature document scan mode may be realized as a scan function dedicated to this electronic approval workflow system, or may be realized as an optional function of the normal scan function included in the image forming apparatus 10.

When the signature document scan mode is executed by the user B in this way, the CPU 101 of the image forming apparatus 10 reads the signed document by the scanner unit 14 in S1203, and acquires the image data with the specified color channel and resolution. .. Then, the identifier in the scanned image data is extracted and analyzed, and the identification number embedded in the identifier is acquired. As described above, the child identifier is identification information that identifies the document to be signed.

Next, in S1205, the CPU 101 of the image forming apparatus 10 requests the server apparatus 30 for the acquired identification number, the electronic document associated with the identification number, and the signature field information. As a result, the CPU 301 of the server device 30 transmits the electronic document associated with the requested identification number and the signature field information to the image forming device 10 that has transmitted the request in S1206.

In this way, the CPU 101 of the image forming apparatus 10 that has received the electronic document and the signature field information is S1207, and is the read image data appropriate based on the received information by the process described later with reference to FIG. Please judge. That is, it is determined whether the document has been replaced and whether the document has been tampered with. Further, in S1208, the CPU 101 of the image forming apparatus 10 determines whether or not the document is signed.

When it is determined in this way that the scanned image data is appropriate and the signature is made, the CPU 101 of the image forming apparatus 10 converts the scanned image data into an electronic document format (PDF file) and transmits the scanned image data to the server device 30 in S1209. ..

As a result, in S1210, the CPU 301 of the server device 30 receives the electronic document and the identification number transmitted from the image forming device 10. Then, the CPU 301 registers the signature field information and the user information associated with the same identification number as the identification number in the document management database 90 in association with the received electronic document and the identification number. At this time, "1" is added to the confirmation 908 of the document management database 90 as a flag indicating that the presence or absence of the difference between the read document data and the original image data has been confirmed and the presence or absence of the signature of the read document data has been confirmed. To record. Then, in S1211, the CPU 301 of the server device 30 notifies the account of the signature requester (user A) that the approval of the user B has been completed. The notification is made, for example, by sending an email to the email address associated with the account.

The signature requester (user A) who has confirmed that the approval has been completed operates on the terminal device 40 in S1301 to confirm the approval status. This confirmation operation is performed by confirming the Web page provided by the server device 30 to the terminal device 40 via the network 20 or the screen display on the application executed on the terminal device 40. This screen display is performed on the screen display on the Web page where the approval status of the document can be confirmed, as shown in FIG. 11, for example. This will be described later with reference to FIG.

In the sequence diagram shown in FIG. 10, the following may be used. That is, in S1006, the CPU 301 of the server device 30 does not add an identifier to the electronic document, but in S1107, the CPU 101 of the image forming device 10 acquires the print job. Then, when printing the electronic document, the identifier associated with the print job may be added to the electronic document and then printed. In that case, when a print job is generated in S1007, a process of associating an identifier with the print job is performed.

Further, in the sequence diagram shown in FIG. 10, instead of notifying the user B of the generation of the print job in S1008, it is possible to notify the user B that the approval has been requested and receive the electronic document to be signed. The Web page may be provided to the user B. In that case, the CPU 301 of the server device 30 does not generate a print job in S1007, and the user B who confirms the notification requested for approval in S1008 accesses the Web page via the terminal device 40 and the electronic signature target. Get the document. Then, the printing instruction of the electronic document may be issued on the terminal device 40.

Normally, when a printed document is scanned after printing the document, image deterioration due to printing occurs in the scanned image data. Further, when a document is printed and the printed document is repeatedly scanned, the image deterioration becomes severe. Especially when approval of multiple people is required, printing will be repeated and scanning will be repeated. In this case, the image deterioration becomes severe in the later approval, and the difference is likely to be erroneously detected.

Therefore, the electronic document registered in S1210 in the transmission process of the signature document of FIG. 10 does not have to be the received electronic document itself. For example, only the signature field area associated with the electronic document may be cut out and pasted into the signature field of the same electronic document that has already been registered. In this case, image deterioration due to printing of the electronic document can be minimized.

Next, the document management database 90 will be described with reference to FIG.

FIG. 9 is a diagram showing an example of a document management database 90 stored in the server device 30 according to the first embodiment.

The document management database 90 includes an electronic document received from the terminal device 40 in S1003 of FIG. 10, signature field information of the electronic document, user information of the signer of the electronic document, and each electronic document generated in S1004. It is registered in association with the unique identification number. Further, the electronic document received from the image forming apparatus 10 in S1209 of FIG. 10, the identification number, the signature field information associated with the identification number, and the signer user information are registered in association with each other.

The document management database 90 has an identification number 901 for recording the identification number of the document, an electronic document 902 for recording the electronic document having the identification number, and a signature field 903 for recording the signature field information of the electronic document. Further, the signer 904 that records the user information of the signer of the electronic document, the registration date and time 905 that records the reception date and time of the electronic document, and the sender 906 that records the sender information indicating where the electronic document was received are Have. Further, it includes an approval state 907 that records the approval state of the electronic document, and a confirmation 908 that records confirmation information indicating whether or not the appropriateness of the electronic document has been confirmed.

When the CPU 301 of the server device 30 receives an electronic document from the image forming device 10 or the terminal device 40, the CPU 301 creates an additional record in the document management database 90. The record includes an identification number 901, an electronic document 902, a signature field 903, a signer 904, a registration date and time 905, a sender 906, an approval status 907, and a confirmation 908. In this case, the initial value of each of the records is NULL. Then, the received electronic document is stored in the HDD 304, and in the created record, the file path of the electronic document is clocked to the electronic document 902. Further, the identification number described later with reference to FIG. 5 is registered in the identification number 901, the signature field information is registered in the signature field 903, and the user information of the signer is registered in the signer 904. When registering this information, the sender information, the registration date and time information, and the approval status of the document are also acquired, the registration date and time information is set to the registration date and time 905, the sender information is set to the sender 906, and the approval status is set to the approval status 907. Register for each.

Here, the source information is a character string that shows the account of the user who performed the transmission operation and the source IP address or MAC address. In FIG. 9, the user account is recorded in the source after "user:", and the IP address of the source is recorded after "@". The registration date / time information is the date and time when the server device 30 receives the information to be registered in the document management database 90 from the image forming device 10 or the terminal device 40. The approval status is a character string indicating whether or not the electronic document received from the image forming device 10 or the terminal device 40 is signed and approved by the signer. For example, the user information of the received signer and the source information are received. If the user accounts match, it will be "approved". Further, when the signature document is transmitted by the image forming apparatus 10 (S1210 in FIG. 10), the flag is registered in the confirmation 908. This flag is a flag indicating the appropriateness of the read document data, that is, confirming that the document has not been replaced, that the document has not been tampered with, and that the document has been signed.

In the document management database 90 of FIG. 9, the record 90a is a record added when an electronic document is received from the terminal device 40 in S1003 of FIG. In S1004 of FIG. 10, a value of, for example, "D000000001" is assigned as an identification number. The record 90b is a record added when an electronic document based on the read document data is received from the image forming apparatus 10 in S1209 of FIG. 10, and a value of, for example, "D000000001" is assigned as an identification number in S1004 of FIG. Has been done. The "D000000001" assigned as the identification number is not limited in the notation form as long as it is a number unique to the entire electronic approval workflow system 50, and may be a serial number or a random character string. The document management database 90 can be referred to from the terminal device 40 via a Web browser, and the screen display as shown in FIG. 11 is performed in S1301 in the transmission process of the signature document of FIG. You can check the approval status and history of the document with.

FIG. 11 is a diagram showing a screen display example in which the approval status of the document displayed on the display unit 405 of the terminal device 40 according to the first embodiment can be confirmed.

Here, an example of a screen on a Web page in which the identification number "D000000001" is assigned in S1004 of FIG. 10 and the approval status of the electronic document in which the value of the identification number 901 is "D000000001" in the document management database 90 of FIG. 9 is displayed. Is shown. In the document management database 90 of FIG. 9, the records in which the identification number 901 "D000000001" is registered are the record 90a and the record 90b.

In FIG. 11, in the latest state column 1101 of the document, the information of the record 90b in which the identification number 901 is "D000000001" (identification number to be displayed) and the registration date and time 905 is the latest is displayed. The value of the identification number 901 of the record 90b, that is, the identification number "D000000001" is displayed in the display content 1111 of the latest state column 1101 of the document. In the display content 1112, the value of the electronic document 902 of the record 90b, that is, the "application form.pdf" is displayed. The value of the signer 904 of the record 90b is displayed in the display content 1114. In the display content 1115, the value of the registration date and time 905 of the record 90b, here, "2019/7/3/10: 00" is displayed. In the display content 1116, the value of the source 906 of the record 90b is displayed. In the display content 1117, the value of the approval state 907 of the record 90b, here, "approval" is displayed. Here, "approval" indicating that the user information of the signer received from the image forming device 10 or the terminal device 40 by the server device 30 and the user account received as the source information match and have been approved. , Can be "unapproved" if they do not match. The value of the confirmation 908 of the record 90b is displayed in the display content 1118. Here, in the signature document transmission process (S1210 in the signature document transmission process of FIG. 10) by the image forming apparatus 10, the following values can be obtained. Confirm that the read document data is appropriate, that is, "1" when the document has not been replaced, the document has not been tampered with, and the document has been signed. It can take "0" if it is not done. Here, when the value of the display content 1118 is "1", it may be displayed with a check mark, for example.

In the document preview column 1102, a thumbnail image of the electronic document shown in the electronic document 902 of the record 90b is displayed.

In the history column 1103 of the document, the information of the record whose registration date and time 905 is not the latest value is displayed in chronological order, and the information of the record 90a is displayed here. The value of the registration date and time 905 of the record 90a is displayed in the display content 1135 of the document history column 1103. The value of the source 906 of the record 90a is displayed in the display content 1136.

In S1107 of FIG. 10, when the image forming apparatus 10 prints the electronic document, the server apparatus 30 receives the identification number of the electronic document printed from the image forming apparatus 10, the printing date and time, and the image forming thereof. Receives the information of the device 10. Then, the received information may be registered in the document management database 90. Here, the information of the image forming apparatus 10 is the user information at the time of printing execution and the source IP address or MAC address. At the time of registration, the received identification number is set to the identification number 901, and the electronic document associated with the received identification number, the signature field information, and the signer user information are set to the electronic document 902, the signature field 903, and the signer 904, respectively. Register with. Further, the print date and time is registered in the registration date and time 905, and the information of the image forming apparatus 10 is registered in the transmission source 906. As a result, it is possible to confirm the history of when and by whom the electronic document was printed via the document history column 1103 of FIG.

FIG. 13 is a diagram showing an example of a document scanned and read by the scanner unit 14 in the signature document transmission process (S1203) in the image forming apparatus 10 according to the first embodiment.

In FIG. 13, the identifier area 131 represents the identifier given in S1006 of the registration process of the electronic document of FIG. Here, the identifier is a QR code in which a document-specific identification number is embedded. The signature field area 132 indicates a field for the signer to sign. In S1001 of the registration process of the electronic document shown in FIG. 10, the signature requester uses the signature field information as the start point (x0, y0) in the coordinate system with the upper left of the document as the origin and the size of the field area (x0, y0). Specify w, h) or the end point (x1, y1). In the process of transmitting the signature document of the image forming apparatus 10 described later with reference to FIG. 6, the identifier area 131 and the signature field area 132 are collectively referred to as a specific area.

FIG. 5 is a flowchart illustrating a process of registering an electronic document by the server device 30 according to the first embodiment. The process shown in this flowchart is achieved by the CPU 301 expanding the program stored in the HDD 304 into the RAM 302 and executing the expanded program.

First, in S501, the CPU 301 receives the electronic document to be signed, the signature field information of the electronic document, and the user information of the signer from the terminal device 40 via the network 20. Next, the process proceeds to S502, and the CPU 301 generates an identification number unique to the electronic document received in S501 and a number unique to the electronic approval workflow system 50. Then, the CPU 301 registers the identification number, the received electronic document, the signature field information, and the user information of the signer in the document management database 90 in association with each other. Next, the process proceeds to S503, and the CPU 301 generates a print job of an electronic document associated with the user information registered in S502 for the user account corresponding to the received user information of the signer. Then, the signer is notified that the print job has been generated, for example, by sending an e-mail to the e-mail address associated with the account. At this time, the CPU 301 generates an identifier in which an identification number associated with the electronic document is embedded, in this case, a QR code, and adds the identifier to the electronic document. Alternatively, instead of adding the identifier to the electronic document, the identifier may be associated with the generated print job. When adding the identifier, when printing the electronic document, the printing position of the identifier may be added so as to be on the same printing paper surface as the printing paper of the electronic document, or a printing paper surface different from the printing paper of the electronic document. It may be added so as to become.

As a result, the server device 30 can store the electronic document to be signed, the signature field information of the electronic document, and the user information of the signer in association with each other. In addition, a print job for printing the electronic document to be signed can be generated, and the signer can be notified that there is a print job for printing the electronic document to be signed.

FIG. 12 is a flowchart illustrating a printing process of a registered document in the image forming apparatus 10 according to the first embodiment. The process shown in this flowchart is achieved by the CPU 101 expanding the program stored in the HDD 104 into the RAM 102 and executing the expanded program.

First, in S121, the CPU 101 outputs a print job generated by the server device 30 to the signer (logged-in user) to the server device 30 in response to the signer logging in and selecting the print mode of the registered document. Request. Next, the process proceeds to S122, and the CPU 101 determines whether or not the requested print job has been received from the server device 30. When the print job is received, the process proceeds to S123, and when the print job cannot be received, the process proceeds to S124, a message indicating that there is no signature request is displayed on the display unit 12, and this process ends. On the other hand, in S123, the CPU 101 displays a list of print jobs received from the server device 30, and causes the signer to specify a print target, that is, an electronic document to be signed from the list. Then, the process proceeds to S125, and the CPU 101 executes the print job specified in S123 to print the target electronic document.

As described above, according to this process, the user who is the signer simply logs in to the image forming apparatus, acquires a print job for the user from the server apparatus, and causes the image forming apparatus to print. be able to. In this way, the signer can obtain the electronic document for which the signature is requested.

FIG. 6 is a flowchart illustrating a signature document transmission process in the image forming apparatus 10 according to the first embodiment. The process shown in this flowchart is achieved by the CPU 101 expanding the program stored in the HDD 104 into the RAM 102 and executing the expanded program.

First, in S601, the CPU 101 reads the document mounted on the scanner unit 14 and acquires the scanned image data in response to the user logging in and selecting the scan mode of the signature document. Next, the process proceeds to S602, and the CPU 101 recognizes and analyzes the identifier area of the scanned image data, and acquires the identification number embedded in the identifier. Here, the identifier is a QR code, and the recognition and analysis of the identifier region is performed by a known QR code recognition and analysis technique. Next, the process proceeds to S603, and the CPU 101 transmits the acquired identification number to the server device 30, and further requests an electronic document having the latest registration date and time associated with the identification number and signature field information.

Then, the process proceeds to S604, and the CPU 101 determines whether or not the electronic document and the signature field information have been received from the server device 30. If it is received here, it proceeds to S605, but if it cannot be received, it proceeds to S606. In S606, the CPU 101 displays on the display unit 12 a message indicating that the document read in S601 is unregistered, prompts rescanning, and ends this process.

In S605, the CPU 101 converts the received electronic document into a PEG file at the same resolution as the scanned image data to image the original image data, and aligns the scanned image data with the original image data. This alignment is performed based on matching of image feature amounts such as SIFT (Scale-Invariant Feature Transfer) feature amount, for example. Further, in the imaging of an electronic document, it may be converted into a format other than JPEG. At this time, the imaging of the electronic document and the coordinate conversion process at the time of alignment are also applied to the signature field area defined by the signature field information.

Next, the process proceeds to S606, and the CPU 101 determines whether or not the pixel difference between the aligned read image data and the original image data is equal to or greater than the threshold value in areas other than the above-mentioned specific area. Here, the specific area is an identifier area and a signature field area defined by the signature field information, as described above with reference to FIG. If the difference is not equal to or greater than the threshold value, it is determined that the document has not been tampered with, and the process proceeds to S608. On the other hand, if the difference is equal to or greater than the threshold value, that is, if there is any difference between the scanned image data and the original image data, it is determined that the scanned document is mistaken or the falsified document is being read, and S609 Transition to. In S606, the CPU 101 displays a message on the display unit 12 indicating that the document may be incorrect or the document may have been tampered with, prompts rescanning, and ends this process.

In S608, the CPU 101 determines whether or not the pixel difference in the signature field area between the read image data and the original image data is equal to or greater than the threshold value. Here, if the difference is equal to or greater than the threshold value, the transition to S610 occurs. If the difference is not equal to or greater than the threshold value, it is determined that there is no signature in the signature field, and the process proceeds to S611. The CPU 101 displays a message indicating that the signature is not signed on the display unit 12 and prompts rescanning. This process ends.

In S610, the CPU 101 transmits the scanned image data in a document format, here, an electronic document converted into a PDF file, and the identification number acquired in S602 to the server device 30, and ends this process. The electronic document to be transmitted is not an electronic document obtained by converting the scanned image data into a document format, but a signature field area of the scanned image data is cut out, and the signature field area is pasted in the signature field of the electronic document received in S603. It may be attached. In this case, as described above, even when approval by a plurality of people is required, image deterioration due to repeated printing and scanning can be minimized.

As described above, according to the first embodiment, when reading a document printed for handwritten signature, it can be determined whether the document has been replaced or the document has not been tampered with. In addition, it can be determined whether or not the document is signed by the signer. As a result, it is possible to prevent the signer from accidentally sending another document, intentionally falsifying the document, or sending the document without signing.

[Embodiment 2]
In the first embodiment, in the electronic document registration process, in order to specify the original of the scanned image data, an identifier is added on the same printed paper surface or another paper surface as the document at the time of printing, and the identifier is recognized and recognized at the time of reading. I was analyzing. However, in order to add an identifier on the same printed paper, it is necessary to provide a space for adding the identifier to the document. Further, when the identifier is added on another paper, a separate paper for printing the identifier may be required, or the paper may be mistaken for the identifier printing paper of another document. Therefore, in the second embodiment, instead of adding an identifier, the user who logs in to the image forming apparatus 10 is made to present and select a candidate of the original, or to input the identification number of the original. Since the system configuration and the hardware configuration of each device according to the second embodiment are the same as those of the first embodiment, the description thereof will be omitted.

FIG. 7 is a flowchart illustrating a process of registering an electronic document in the server device 30 according to the second embodiment. Since FIG. 7 has a part in common with FIG. 5 in the above-described first embodiment, the common part is given the same reference number, the description thereof is omitted, and only the difference is explained. The process shown in this flowchart is achieved by the CPU 301 expanding the program stored in the HDD 304 into the RAM 302 and executing the expanded program.

In S701, the CPU 301 generates a print job of an electronic document associated with the user information for the user account corresponding to the user information of the signer received in S501. Then, the signer is notified of the fact that the print job has been generated and the identification number associated with the electronic document, for example, by sending an e-mail to the e-mail address associated with the account.

This allows the signer to have a print job to print the document to be signed and to obtain the identification number associated with the document.

Since the printing process of the registered document in the image forming apparatus 10 at this time is the same as that in FIG. 12 in the above-described first embodiment, the description thereof will be omitted.

FIG. 8 is a flowchart illustrating a signature document transmission process in the image forming apparatus 10 according to the second embodiment. The process shown in this flowchart is achieved by the CPU 101 expanding the program stored in the HDD 104 into the RAM 102 and executing the expanded program. In FIG. 8, the processes common to those in FIG. 6 are assigned the same reference numbers, and their description will be omitted.

In S801, the CPU 101 requests an operation in which the signer inputs the identification number received in S703 via the operation unit 15. In this input operation, for example, a list of identification numbers associated with the logged-in user is created by referring to the document management database 90, and the identification number is displayed on the display unit 12, and the signer is given the same identification number as the received identification number. Let me choose. Alternatively, the identification number input form may be displayed on the display unit 12 so that the signer can input the identification number received in S703. In this way, in S603, the CPU 101 transmits the identification number selected by the user or entered by the user in S801 to the server device 30, and sends the electronic document having the latest registration date and time associated with the identification number and the signature field information to the server device. Request 30.

As described above, according to the second embodiment, in order to identify the original of the scanned image data, instead of adding an identifier to the document, a candidate for the identification number of the original is presented to the user who has logged in to the image forming apparatus. To select or enter the identification number of the original. As a result, it is possible to eliminate the restrictions for adding the identifier to the document and the restrictions that occur when the document is read.

In the above embodiment, the appropriateness of the scanned image data is defined as that the document has not been replaced, that the document has not been tampered with, and that the document has been signed. However, the present invention is not limited to this, and only one of these may be satisfied. Further, according to the definition, S1207 (S607 and S609 in FIG. 6, S807 and S809 in FIG. 8) and S1208 (S608 and S611 in FIG. 6, and S808 and S811 in FIG. 8) in the transmission processing of the signature document of FIG. 10 are It may or may not be implemented.

10 ... image forming device, 30 ... server device, 40 ... terminal device, 50 ... electronic approval workflow system, 101 ... CPU (image forming device), 301 ... CPU (server device), 90 ... document management database

Claims (15)

An electronic approval system having at least an image forming apparatus and a server apparatus.
The image forming apparatus
A reading means to read a document and
The first acquisition means for acquiring the identification information of the read document data obtained by reading the document with the reading means, and
An electronic document corresponding to the identification information acquired by the first acquisition means, a second acquisition means for acquiring signature field information in the electronic document from the server device, and a second acquisition means.
Using the electronic document acquired by the second acquisition means and the signature field information, a determination means for determining the appropriateness of the read document data obtained by the reading means, and a determination means.
It has the read document data determined to be appropriate by the determination means, and a transmission means for transmitting the identification number of the read document data to the server device.
The server device
A generation means for generating a print job for printing the electronic document, and
A registration means for registering an electronic document corresponding to the read document data transmitted by the transmission means as approved, and a registration means.
An electronic approval system characterized by having. When the generation means acquires the electronic document to be signed and the signature field information from the first user who is the signature requester requesting the signature of the document, the identification information of the electronic document and the printing to print the electronic document are printed. The electronic approval system according to claim 1, wherein a job is generated. The server device further has a notification means for notifying a second user who is a signer of the electronic document of the identification information and the generation of the print job.
The image forming apparatus
Claim 1 or claim 1, wherein the second user logs in to the image forming apparatus and requests a print job related to the second user to acquire the print job from the server device and print the print job. 2 The electronic approval system described. A claim characterized in that the reading means reads a printed sheet based on the print job to acquire the read document data, and the first acquisition means acquires the identification information from the read document data. Item 3. The electronic approval system according to item 3. The electronic approval system according to claim 4, wherein the second acquisition means acquires an electronic document corresponding to the identification information and signature field information in the electronic document from the server device. The determination means is other than the image data other than the area indicated by the signature field information of the read document data obtained by the reading means and the area indicated by the signature field information of the electronic document acquired by the second acquisition means. The electronic approval system according to any one of claims 1 to 5, wherein if the difference from the image data of the above is equal to or more than a threshold value, it is determined that the read document data is not appropriate. The determination means is an image data of a region indicated by the signature field information of the read document data obtained by the reading means and an image of a region indicated by the signature field information of the electronic document acquired by the second acquisition means. The electronic approval system according to any one of claims 1 to 5, wherein if the difference from the data is equal to or greater than a threshold value, it is determined that the read document data is appropriate. The electronic approval system according to claim 1, wherein the first acquisition means analyzes an image included in the read document data to acquire the identification information. The electronic approval system according to claim 1, wherein the first acquisition means acquires the identification information by notification from the server device. It is an image forming device
Printing means and
A reading means for reading a document printed by the printing means, and
The first acquisition means for acquiring the identification information of the read document data obtained by reading the document with the reading means, and
An electronic document corresponding to the identification information acquired by the first acquisition means, a second acquisition means for acquiring signature field information in the electronic document, and a second acquisition means.
Using the electronic document acquired by the second acquisition means and the signature field information, a determination means for determining the appropriateness of the read document data obtained by the reading means, and a determination means.
The read document data determined to be appropriate by the determination means, the registration means for registering the identification number of the read document data, and the registration means.
An image forming apparatus characterized by having. The printing means
Printing is executed based on the print job based on the electronic document to be signed and the signature field information specified by the first user who is the signature requester who requests the signature of the document.
The image forming apparatus according to claim 10, wherein the reading means reads the document printed based on the print job. A claim characterized in that, in response to a second user who is a signer of the electronic document logging in to the image forming apparatus and instructing the print job, the printing means executes printing based on the print job. Item 11. The image forming apparatus according to Item 11. The second acquisition means stores the electronic document corresponding to the identification information and the signature field information in the electronic document, and stores the electronic document to be signed and the signature field information designated by the first user. The image forming apparatus according to claim 11 or 12, wherein the image forming apparatus is obtained from the server apparatus. A control method for controlling an image forming apparatus having a printing means and a reading means for reading a document.
The first acquisition step of acquiring the identification information of the read document data obtained by reading the document by the reading means, and
An electronic document corresponding to the identification information acquired in the first acquisition step, a second acquisition step of acquiring signature field information in the electronic document, and a second acquisition step.
Using the electronic document acquired in the second acquisition step and the signature field information, a determination step of determining the appropriateness of the read document data obtained by the reading means, and a determination step.
The read document data determined to be appropriate by the determination step, the registration step of registering the identification number of the read document data, and the registration step.
A control method characterized by having. A program for causing a computer to execute each step of the control method according to claim 14.

Images